Job type: Full-time
3-9 Willow Lane Mitcham Surrey CR4 4NA


The Logistics Executive – Crew and Travel holds a key position in sourcing, booking and managing Crew for all onsite events and workshop-based activities. The job holder is also responsible for travel arrangements which include the booking of flights, accommodation and other requirements within the UK and worldwide. It is a busy role in a fast-paced environment where last-minute changes are the norm, and as such, requires a high degree of resilience, organisation and ability to juggle multiple tasks and priorities.

Main Duties:

  • Overall management of the booking of Freelance Crew for onsite events
  • Liaise with Project Managers and Account Directors on crewing requirements
  • Ensure the correct Freelance Crew are booked for each event by matching the job requirements with individual skills and qualifications
  • Support the Workshop Manager in booking Freelance Crew for the workshop
  • Book local crew for onsite events and workshop
  • Maintain and keep the Crew Booking system up to date to ensure an accurate reflection of confirmed events, crew requirements, crew availability and shift allocation
  • Maintain and manage an up to date record of all relevant documents, agreements, qualifications and personal data relating to Freelance Crew
  • Organise national and international travel arrangements for Freelance Crew and staff
  • Communicate travel and crew schedules internally and externally, as required
  • Manage any ad-hoc travel or crew situations and coordinate solutions with the relevant teams
  • Provide security lists as required and facilitate venue access requests
  • Raise purchase orders, as required
  • Allocate crew uniforms
  • Maintain excellent relationships with Freelance Crew
  • Ensure that health and safety guidelines are followed
  • Attend operational and production meetings as and when required
  • Work closely with the wider Logistics Team to ensure the department’s targets are met and an overall smooth running of Logistics across the Group
  • Provide ad-hoc support to the Head of Logistics
  • Provide out of hours point of contact for Crew.



  • Significant experience in a fast-paced administrative role
  • Experience gained in a similar crew booking role advantageous
  • Production/Event Management experience preferred
  • Experience of working in a busy warehouse-style environment.



  • Exceptional administrative skills
  • Works effectively under pressure, giving clear direction during tight delivery timeframes
  • Manages multiple priorities
  • High attention to detail
  • Can work autonomously
  • Communicates well with clients, venues and 3rd party suppliers
  • Highly motivated, enthusiastic, team player
  • Computer literate with the ability to learn and assimilate new software
  • Hands-on approach, willing to exert additional effort to ensure every event is delivered to Setsquare’s highest standards
  • Excellent communication and organisational skills
  • Strategic planning abilities.


Additional Requirements

  • The job holder will be required to work some early mornings and evenings as dictated by operational demands.